ArtsAutosBooksBusinessEducationEntertainmentFamilyFashionFoodGamesGenderHealthHolidaysHomeHubPagesPersonal FinancePetsPoliticsReligionSportsTechnologyTravel

Writing Minutes: How to Write Minutes While Attending Club Meetings

Updated on October 16, 2010

Minutes Writing

Writing minutes these days is not left to the secretary alone. With the availability of portable computers you may attend a meeting without your secretary and you are required to produce minutes. Many people do not know how to write minutes and when called upon to do so will not be able to write minutes.

Writing minutes requires an individual to put what people were discussing verbally into writing, the minutes has to be flowing from the opening to the closing of the meeting. Below is how one should write any minutes arising from a meeting without a problem

Start with the Title:   What was the meeting all about, venue of the meeting and what Time and date did the meeting start. How your title would look like, as you can see the title below suggest that this was a monthly meeting held at the Office and the date spelled out well

Keep It Short and Simple


Now you are done with the Title, the second part of minute writing is to list members present and absent or absent with apologies and this is done as illustrated below


George – Director - Chairing

James – Finance Manger

Grace – Security Office

Mary – Secretary

N.B Here list all members who were available during the meeting, indicate the person who was chairing the meeting and the Secretary who was taking minutes

MEMBERS ABSENT – indicate all members that were supposed to attend the meeting but failed to turn up i.e. Veronica - Accountant

MEMBERS ABSENT WITH APOLOGIES – Indicates members who were notified for the meeting but failed to turn up without any apologies from them; John Smith

AGENDA - Here is the summary of discussion or what the meeting was all about

  1. Matters arising from the previous meeting’s minutes
  2. Procurements Policies
  3. Human Resource Policies
  4. Any other business

Move to the minutes writing, here is where you will be writing all the discussion and resolution that were passed during the meeting

Minute 1/6-8-2009: Matters arising from the previous meeting’s minutes

Here write about the discussion of the previous meeting, actually members will go through the previous meeting minutes briefly and noting any changes or addition to be added. Put down what members have said concerning the previous meeting minutes

Minute 2/6-8-2009: Procurements Policies

After the discussion of the matters arising you now moves to the minutes of the day, write them as the meeting goes. Write suggestion made on the procurement policies etc

Minute 3/6-8-2009: Human Resource Policies

Move to the next minute as in this case is Human Resource Policies, write all discussions and resolution about Human Resource Policies

Minute 4/6-8-2009: A.O.B

Here write down any other issues which were not in the meeting agenda, date of the next meeting should be written here, i.e. the next meeting will be on 22nd July 2009. There being no other business, the meeting ended at 17:15 pm


Chairperson ……………………………… Date …………………………

Secretary …………………………………. Date …………………………

After the completion of minutes writing you are expected to send the out to members present to get their concurrence with the same after which you the Secretary and Chairman will sign and will be kept for your future records


    0 of 8192 characters used
    Post Comment

    • profile image


      4 years ago


      I would like to seek your advise on the absent wit apologize.

      If the attendee inform unable to attend the meeting since begining, should it be included in the Absent with Apologize?

      If the attendee did not turn up last minute - should this include in the Absent with Apologize?

      Hope to hear from yo soon.


    • profile image


      5 years ago

      Thanks for putting down such information, I haven't been in any school to learn how to write minutes, yet I have to write minutes for board meetings. Sometimes I fill uncomfortable when doing this task. Yet the answer is to learn more from others. Continue to post more.

    • profile image

      aorn nes 

      7 years ago

      hi! your sample of monthly meeting helps a lot...for me to have an outlook of what does it looks like...i am not used to with this but since part of my tasks...i am willing to learn on this matter....hope you can post more...thanks....!=)

    • profile image

      Tom Loira 

      7 years ago

      Thanks for paying concern. you are not just informing others about the importance,but you doing a lot to keep this subject be well copied and always to have a correct form now and all time.

    • oderog profile imageAUTHOR


      9 years ago from Nairobi

      @Thanks creativeone59- Yes writing minutes can be very confusing

      @fastfreta - Great to hear that it is helpful, thanks

    • fastfreta profile image

      Alfreta Sailor 

      9 years ago from Southern California

      This is very important in the business world. I never knew that it was so involved to write minutes. When I was young I had to do it for youth club meetings, however I never did it the way you outlined. This is useful info for all those that have the responsibility of keeping track of, meetings, although I see some things that I could use. Thanks for sharing.

    • creativeone59 profile image

      benny Faye Douglass 

      9 years ago from Gold Canyon, Arizona

      Thank s for the information on writing minutes, it inspiring. creativeone59


    This website uses cookies

    As a user in the EEA, your approval is needed on a few things. To provide a better website experience, uses cookies (and other similar technologies) and may collect, process, and share personal data. Please choose which areas of our service you consent to our doing so.

    For more information on managing or withdrawing consents and how we handle data, visit our Privacy Policy at:

    Show Details
    HubPages Device IDThis is used to identify particular browsers or devices when the access the service, and is used for security reasons.
    LoginThis is necessary to sign in to the HubPages Service.
    Google RecaptchaThis is used to prevent bots and spam. (Privacy Policy)
    AkismetThis is used to detect comment spam. (Privacy Policy)
    HubPages Google AnalyticsThis is used to provide data on traffic to our website, all personally identifyable data is anonymized. (Privacy Policy)
    HubPages Traffic PixelThis is used to collect data on traffic to articles and other pages on our site. Unless you are signed in to a HubPages account, all personally identifiable information is anonymized.
    Amazon Web ServicesThis is a cloud services platform that we used to host our service. (Privacy Policy)
    CloudflareThis is a cloud CDN service that we use to efficiently deliver files required for our service to operate such as javascript, cascading style sheets, images, and videos. (Privacy Policy)
    Google Hosted LibrariesJavascript software libraries such as jQuery are loaded at endpoints on the or domains, for performance and efficiency reasons. (Privacy Policy)
    Google Custom SearchThis is feature allows you to search the site. (Privacy Policy)
    Google MapsSome articles have Google Maps embedded in them. (Privacy Policy)
    Google ChartsThis is used to display charts and graphs on articles and the author center. (Privacy Policy)
    Google AdSense Host APIThis service allows you to sign up for or associate a Google AdSense account with HubPages, so that you can earn money from ads on your articles. No data is shared unless you engage with this feature. (Privacy Policy)
    Google YouTubeSome articles have YouTube videos embedded in them. (Privacy Policy)
    VimeoSome articles have Vimeo videos embedded in them. (Privacy Policy)
    PaypalThis is used for a registered author who enrolls in the HubPages Earnings program and requests to be paid via PayPal. No data is shared with Paypal unless you engage with this feature. (Privacy Policy)
    Facebook LoginYou can use this to streamline signing up for, or signing in to your Hubpages account. No data is shared with Facebook unless you engage with this feature. (Privacy Policy)
    MavenThis supports the Maven widget and search functionality. (Privacy Policy)
    Google AdSenseThis is an ad network. (Privacy Policy)
    Google DoubleClickGoogle provides ad serving technology and runs an ad network. (Privacy Policy)
    Index ExchangeThis is an ad network. (Privacy Policy)
    SovrnThis is an ad network. (Privacy Policy)
    Facebook AdsThis is an ad network. (Privacy Policy)
    Amazon Unified Ad MarketplaceThis is an ad network. (Privacy Policy)
    AppNexusThis is an ad network. (Privacy Policy)
    OpenxThis is an ad network. (Privacy Policy)
    Rubicon ProjectThis is an ad network. (Privacy Policy)
    TripleLiftThis is an ad network. (Privacy Policy)
    Say MediaWe partner with Say Media to deliver ad campaigns on our sites. (Privacy Policy)
    Remarketing PixelsWe may use remarketing pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to advertise the HubPages Service to people that have visited our sites.
    Conversion Tracking PixelsWe may use conversion tracking pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to identify when an advertisement has successfully resulted in the desired action, such as signing up for the HubPages Service or publishing an article on the HubPages Service.
    Author Google AnalyticsThis is used to provide traffic data and reports to the authors of articles on the HubPages Service. (Privacy Policy)
    ComscoreComScore is a media measurement and analytics company providing marketing data and analytics to enterprises, media and advertising agencies, and publishers. Non-consent will result in ComScore only processing obfuscated personal data. (Privacy Policy)
    Amazon Tracking PixelSome articles display amazon products as part of the Amazon Affiliate program, this pixel provides traffic statistics for those products (Privacy Policy)